When someone invites me to be the lecturer at their conference, they usually get a list of questions from me first. Questions that help me prepare myself for the lecture and to create the unique experience for the audience.
At first, these questions cause panic and fear among the organizers, but they soon realize these questions can help them prepare themselves better for the organization of the conference.
Lighting in the room is often taken for granted, but it can make a huge difference in the quality of a presentation. Good lighting highlights the speaker and their content, while poor lighting can diminish the impression, make it harder to follow, or even cause discomfort – for both the audience and the speaker.
When preparing for a presentation, I also ask several follow-up questions to get a clearer picture:
- Will the audience be illuminated? If so, to what extent?
A lightly illuminated audience often helps the speaker maintain eye contact and lift their head, projecting confidence. - Will the stage have spotlights, a lit background, and the speaker illuminated, or will the lighting be uniform?
- How strong is the lighting, and how does it affect the stage background? How will the screen’s brightness compare to the background?
Too much contrast between the screen and the stage can confuse the audience and make it harder to follow the presentation. - Will the room have natural light, and how will it affect the presentation?
For example, sunlight streaming through windows can distract the audience, especially in the afternoon.
Why do I ask this?
Lighting isn’t just a technical detail – it shapes the entire dynamic of a presentation. If the lighting in the room is too strong, especially fluorescent lighting in smaller rooms, the speaker can look pale or exhausted. If it’s too dim, the audience might not see them clearly.
Poor lighting can also affect the visibility of slides, especially if lighter colors become unreadable under bright or high-contrast lighting. On the other hand, if the room is uniformly lit, the audience might lose focus on the speaker and the presentation, unsure of where to direct their attention. A room that is too dark can even make the audience drowsy – something that’s especially likely in naturally lit rooms during the afternoon or evening, particularly after a lunch break.
When light is too intense (e.g., a spotlight directed at the speaker’s face to make them more visible in a dark room), less experienced speakers often react instinctively: they move out of the light – which is exactly what they shouldn’t do!
When the audience is in complete darkness, I often feel like I’m speaking into a void because I can’t sense their reactions. Speakers on stage frequently look for the audience with their eyes, which is why many stages have marked areas where speakers are best lit. However, many speakers instinctively step outside those areas to be closer to the audience, hoping to better gauge their facial expressions and reactions.
In the photo to the left, you can see how Jasmin Alić looked at this year’s AllWeb conference in Tirana when he moved closer to the audience and left the “marked spot”: his eyes became shadowed, and sharp shadows on his shoulders only emphasized the effect. Fortunately, the lighting was good enough that Jasmin still left a strong impression.
Speakers who get closer to the audience often end up in semi-darkness, which can make the audience uncomfortable. Even worse, if the stage has theatrical-style lighting with strong overhead lights, a speaker who steps out of the ideal position can appear like a menacing character from a horror film.
In the photo to the right, you can see how my friend Heimo Hammer (an excellent speaker, by the way!) looked on the stage of a theater in Skopje, at the AllWeb conference, when he moved too close to the edge of the stage to get a better look at the first row of the audience. He wasn’t aware that the audience could no longer see him well at that moment.
I suggested to the organizer to turn on lighting above the back row of the audience, and as soon as the lights came on, speakers raised their heads and looked toward the back row, appearing more natural and not at all menacing to the audience.
What do I do?
I always like to test the lighting before my presentation. I walk around the room or stage and check:
- Spotlights: If there’s a movable spotlight or the speakers are well-lit, I find the ideal area to move within. I also walk the stage to identify “dead zones” with no lighting so I can avoid them during my presentation. Ideally, the light shouldn’t bother me while looking at the audience.
- General lighting: If the room uses general lighting, I check how it affects the slides. I ensure the light doesn’t cast shadows on the screen or blind the audience.
- Natural light: If there are windows, I assess how much light enters the room and how it affects the visibility of slides. If necessary, I request curtains or blinds. I also consider how external light might impact the audience since prolonged exposure to bright backlighting (when the background is brighter than the screen or speaker) can strain the audience’s eyes.
- Reflections: I pay special attention to reflections on the screen, my face, or clothing, as they can distract the audience.
- Clothing: Whenever possible, I choose clothing that won’t visually tire the audience and helps me stand out against the stage or screen background. I have a collection of “conference shirts” in various colors so I can select the most appropriate combination for each stage.
(How to choose the right color for your outfit? I’ll explain this in the next question.)
Stages often have an “X” mark indicating where speakers are best illuminated. In the photo below, you can see my legs (yes, I pulled a sock over my shoe, but that’s a long story) on the stage of the AllWeb conference in Tirana. Directly in front of me is the “X” mark, meaning I’m standing in the ideal spot, and the audience can see me clearly.
Practical tips for speakers and organizers
- Don’t avoid the light! If you’re a speaker, the spotlight is your friend – let it follow you! If the light bothers you, that’s good – stay in its range. Otherwise, the audience won’t see you – or you’ll look like a horror character in the shadows.
- Mind your outfit. Choose colors that make you stand out against the lighting background. Adapt your outfit to the room conditions and the time of day.
- If you’re unsure where to stand, look for marks like the “X” on stage or test the lighting before starting your presentation.
- Audience lighting: Organizers, if your speakers “disappear” into the darkness, a solution is to lightly illuminate the back rows of the audience! This helps speakers see the audience, encouraging better posture and more natural engagement with the entire room.
What if the organizer doesn’t have an answer?
If the organizer doesn’t have information about the lighting a few days before the presentation, it usually indicates that the technical preparation of the conference is subpar. As a speaker, this sends a clear message: be ready to improvise. Without clear communication about technical details, I expect various challenges – but with good preparation and flexibility, such situations can be managed. For example, I can prepare two different shirts for the presentation and decide on the spot which one suits the lighting better, although it’s always best to finalize these details during a rehearsal.
A good organizer will always provide information about the lighting because they understand how critical these details are for a successful presentation. In the end, proper lighting doesn’t just make the speaker visible – it creates a comfortable environment for the audience and defines the visual signature of the entire conference and presentation.
Take a look at other questions for conference organizers, which help me prepare myself for the audience.
Also, if you want me to help you organize your event or to hire some great speakers, do no hesitate to contact me 🙂